Maintain a school calendar that notes and advertises through the PR Dept upcoming events such as: College/University Fairs, Math Contests, Saigon Heat and SSA Events, Music concerts
Serves as the intermediary between teacher or administrator and network of support staff
Ensures that support services — gates, lighting crew, transportation, facilities are prepared for upcoming events
Problem solves pre, during and post large events Examples 2016 - 2017 major events:
SSA Sports Programs
College / University Fair
IB Workshop Training
Terry Fox Run
Regional GIN Conference
City wide Science Fair
Academic Success Ceremony
2. Oversees all overnight trips/excursions
Reviews teachers’ applications for overnight trips
Ensures all paperwork is in order
Reviews the vendor’s contract
Works with purchasing in a timely manner to secure a vendor who is acceptable to the Board and to the supervising teacher
Presents the package to leadership team for approvals
Translates communication to parent groups
Hosts with the teacher parent information sessions
Works with Accounting on all matters pertinent to payments and collection of money for example 2016_2017 trips:
CBIE for BCIS / AES October 2016
GIN Service Trips
Grade level trips
Paris Secondary Trip
3. Translator, interpreter, editor
Attend meetings to translate and assist the Leadership Chair and the BoD, other departments as required.
Interpret and translate for the Chair of Leadership Team in public events, school events, social events.
Ensure the message from the Doet/ Moet reach the Leadership Team.
Translate in parent meetings with the Chair of Leadership.
Arrange accommodation /travel for meetings, preparation, and distribution of agendas and paperwork for meetings as requested.
4. Coordinator, messenger person
Participate in the school’s performance management programme, school policies and procedures to coordinate with supporting departments.
Manage incoming correspondence referring on as appropriate screening telephone calls, enquiries, and requests, and handling them as appropriate.
Work closely with financial departments on time to clear the balance for all school’s licenses, softwares, databases such as IB, library, OSSD, EQAO.
5. Host to visiting delegations
Is the contact person for visiting teams, receive visitors on behalf of the Leadership Team
Where the Board is hosting e.g. TDSB or CBIE the Assistant will coordinate with supporting staff to make hotel and transportation arrangements, where necessary secure VISAs and work closely with Purchasing to ensure all paperworlk is in order
6. Data Tracker
Supporting Leadership Chair’s management of administrative duties including inputting and analysis of school data. And preparing necessary documents and reports.
Organize and file paperwork, documents, and computer - based information.
Duties include but are not limited to the following:
Working closely with website team
Gathering information for weekly and monthly calendars and for Leadership Message for the Journey
Attend weekly Leadership Meetings
Attend meetings with the Chair and Board of Directors
Regular communication with Operations Staff
7. Communication with parents
Overseeing emails to parents in all parts of the school system, this includes translation and transcription of notices and daily correspondence in response to familial/ parental inquiries and the direction of such correspondence to the appropriate department for example, Accounting, Transportation, Food Services
Supports HR in working with foreign Teachers
Act as a secretary cum interpreter for leadership team and Board of Directors in all meetings.
As CISS attains an increasingly significant profile in the city and in the international school community we have hosted more and more events. Our growing secondary school population also have heightened expectations in terms of co-curricular activities and experiential learning opportunities. As teachers strive to challenge and excite
This Job Description is not limited to the duties / responsibilities described above and will be subject to changes to incorporate any duties / responsibilities to reflect the job scope / business requirements.
Yêu Cầu Công Việc
Prefer who experienced in Education industry (Company size at least from 400-500 staffs) as a Secretary/ Assistant
Experienced in Marketing Communication/ Public Relations is strongly preferred
University degree in Business Administration/Economics/Public Relations or other related fields
At least 3 years of experience in equivalent position
English proficiency in 4 skills. Proficiency in other foreign languages is a plus ● Good presentation skills